The vendor is required to provide enterprise financial management system will include modules for:
• General ledger
• Accounts payable
• Fund accounting on modified cash basis
• Segregation of funds
• separate companies (i.e. separate legal entities)
• Invoicing and collection monitoring
• Purchase order and encumbrance accounting – with automated workflow
• Payroll with direct deposit capability, w2 reporting
• Human resources and benefits admin
• Project and grant accounting
• Fixed assets
• Bank reconciliation
• 1099 reporting
• Budgeting
• Contract management and monitoring
• Reporting capabilities for all functional modules
- The following detailed capabilities, within the proposed software systems, will also be taken into consideration for the qualification process.
• Files and data having import and export capability with excel and csv file formats
• Ability to print reports in pdf and microsoft word formats
• Ability to run reports for a specific time frame, by account, fund, department, or entity
• Ability to create and print both federal and state required reports
• Ability to create custom reports within the HR, payroll, and financial modules
• Drilldown capability to find the source records for a specific transaction
• Ability to scan invoices and documents into a vendor file
• Ability to scan quotes and documents onto an individual purchase order
• Have multiple fund accounting entries for the same vendor all paid on one check
• Ability to automatically send w-9’s to vendors for updates
• Consolidation roll-up of funds and companies
• E-mail and fax capability to simultaneously send po’s to vendors and internal departments
• Ability to change and adjust po’s after original creation
• Flexibility to adjust employee deductions within an open payroll
• Able to issue multiple checks to an employee within a single payroll period
• Able to issue a check between payrolls and deduct balance from next payroll
• Able to create and update projects and grants using budgetary and revenue and expense data
• Multiple grant and project revisions anytime during a fiscal year, or, if needed, across fiscal years
• Vendor 1099’s issued for each individual refund year vs. year of payment
• Ability to create, store, edit, and retrieve draft budgets within fiscal year
• Budgeting revisions anytime during the fiscal year
• Integration between HR and payroll for maintaining and accessing employee personnel & insurance data and employee sick and annual leave data
• EEOC and census employment reporting
• Detailed tracking and reporting of employee evaluations, incidents, events, etc.
• Ability to electronically store, access, and print standard human resource forms
• Ability to configure standard human resource forms as fillable and print, save, or email on demand
• Detailed audit trail of every transaction by user/date/time/event within all modules
• Ability to convert historical data for 25 years into new system
• Ability to integrate agency sales tax data into general ledger
- System requirements:
• Environment: microsoft network – virtual server using Hyper-V
• Operating system: windows server 2012 or later
• VSQL server database: MS SQL server 2012 or higher and .net framework 4.8
• Database conversion: Informix to MS SQL server 2012
• Web application: IIS 7.0
• Browsers: internet explorer, chrome, Firefox, safari
• Transaction processing: 5 seconds or less per transaction
• Printing: windows standard
• LDAP and active directory integration: login credentials with microsoft active directory
• Microsoft exchange: exchange 2007
• Security protocols: login: single or double authentication, data protection methodology (encryption)
• Disaster recovery: managed backups or mirrored servers, data redundancy by region
• Post implementation support: telephone support, online chat, email support, 24/7 tech support, online tutorials for all modules and workflows
• Security and administration: user account security by module or workflow, administrator, super user, editing user, reports only user, ability to set permissions at the data element level
• Browser compatibility: internet explorer, chrome, Firefox, safari
• Transaction processing: 5 seconds or less per transaction
• Report processing: 30 seconds or less per ADHOC report or less than 5 minutes per batch report request
• Online attachments: unlimited data storage for attachments – pdf format preferred